How to Address an Envelope: Master It with 2 Simple Pictures
Picture 1: Envelope Address Layout — Where Everything Belongs
The front of an envelope has four key areas: the recipient address, the return address, the barcode zone, and the stamp area.
The diagram below shows exactly where each belongs — just follow it, and you’ll be fine.
Here’s one thing you must remember: don’t write or stick anything over the barcode zone.
Many letters are returned simply because the sorting machine can’t read the barcode properly when it’s covered or decorated.Want to decorate your envelope? Keep it on the back.
💡 Pro tip: The return address is optional — use it only when a reply or return is needed, in the same format as the recipient’s.
Picture 2: Get the Address Line Order Right
A complete address usually has three to five lines.When the postal machines read your mail, they scan from bottom to top: Country → City + State → Street → Company → Recipient.
Here’s what a full five-line format looks like 👇
Many returned letters happen simply because the address is written too low, covering the barcode zone.
Before you start writing, decide where your “bottom line” will go — that way, you’ll never overlap the barcode zone.
Now let’s go through each line in reverse order — from Line 5 → Line 1 — and see how to write them properly.
Finally: Address an Envelope Correctly (Line by Line)
Line 5: Country (Optional)
Only required for international mail.For mail within the U.S., skip this line and start from Line 4.
Keep in mind:
1. Write in ALL CAPS for easier machine reading;
2. Use the full country name, not abbreviations.
✅ Correct:
UNITED STATES ❌ Incorrect:
U.S.A Line 4: City + State Abbreviation + ZIP Code
When writing this line:
1. Use ALL CAPS;
2. Add a comma and one space between city and state;
3. Use the two-letter uppercase abbreviation for states (Two–Letter State and Possession Abbreviations);
4. ZIP Codes can be 5-digit or ZIP+4 (zip-code-lookup).
✅ Example (San Francisco, California):
SAN FRANCISCO, CA 94104
UNITED STATES Line 3: Street Information
This line often causes the most mistakes, but it’s easy once you know these 5 rules:
1. Use ALL CAPS, no punctuation, and keep spacing clean;
2. The order should be “Street Number → Street Name → Unit Number”;
3. Write everything on one single line;
4. Use APT for apartments, SUITE for offices;
5. For P.O. boxes, write PO BOX or MAILBOX only — don’t include a street address.
✅ Street Address Example:
123 MAIN ST APT 5B
SAN FRANCISCO, CA 94104
UNITED STATES ✅ P.O. Box Example:
PO BOX 123
SAN FRANCISCO, CA 94104
UNITED STATES Line 2: Company or Organization Name (Optional)
Only use this line when mailing to a company, school, or organization.For personal letters, skip directly to Line 1.
Tips for this line:
1. Write in ALL CAPS, no punctuation;
2. Keep it under 30 characters for better machine readability;
3. Use standard abbreviations — e.g., “INC” for Incorporated, “LLC” for Limited Liability Company.
✅ Example:
GLOBAL INNOVATION SOLUTIONS INC
123 MAIN ST APT 5B
SAN FRANCISCO, CA 94104
UNITED STATES Line 1: Recipient Name
This is the line most people second-guess.Different recipients call for slightly different formats, so here are six common examples to make it easy.
General rules:
1. Use ALL CAPS;
2. Keep the name on one line.
Case 1: To an individual
JOHN SMITH
123 MAIN ST APT 5B
SAN FRANCISCO, CA 94104
UNITED STATES Case 2: To a family
THE SMITH FAMILY
123 MAIN ST APT 5B
SAN FRANCISCO, CA 94104
UNITED STATES Case 3: To a couple
MR AND MRS JOHN SMITH
123 MAIN ST APT 5B
SAN FRANCISCO, CA 94104
UNITED STATES Case 4: To a specific person at a company
ATTN: HIRING MANAGER
GLOBAL INNOVATION SOLUTIONS INC
123 MAIN ST APT 5B
SAN FRANCISCO, CA 94104
UNITED STATES Case 5: To someone “care of” another person
C/O JANE DOE
GLOBAL INNOVATION SOLUTIONS INC
123 MAIN ST APT 5B
SAN FRANCISCO, CA 94104
UNITED STATES Case 6: To a department or office
HUMAN RESOURCES OFFICE
GLOBAL INNOVATION SOLUTIONS INC
123 MAIN ST APT 5B
SAN FRANCISCO, CA 94104
UNITED STATES Congrats, you made it this far! 🎉 Now you’ve mastered the three golden rules of envelope addressing — enough to handle almost any mailing situation.
Next time you sit down to write a letter, you’ll do it with confidence, knowing every line helps your message reach exactly where it’s meant to go. 💌
Reference Materials
USPS Postal Explorer – Addressing Standards (Publication 28)
https://pe.usps.com/text/pub28/welcome.htm
USPS Postal Addressing Standards – 214 Attention Line
https://pe.usps.com/text/pub28/28c2_004.htm?utm_source=chatgpt.com
Universal Postal Union (UPU) – Addressing Standards by Country
https://www.upu.int/en/Postal-Solutions/Programmes-Services/Addressing
USPS ZIP Code Lookup Tool
https://tools.usps.com/zip-code-lookup.htm
USPS Business Mail 101 – Addressing Guidelines
https://pe.usps.com/businessmail101?ViewName=DeliveryAddress
USPS Postal Addressing Standards – Appendix B Two–Letter State and Possession Abbreviations
https://pe.usps.com/text/pub28/28apb.htm
Addressing Envelopes and Packages
https://www.luther.edu/offices/mail-center/addressing-envelopes-packages